Job Description
Job title: Service & Administration Assistant
Reports to: Service Manager
Responsible for: The service & maintenance works from creation to remedial works for fire extinguisher, fire alarm, emergency lighting, fire risk assessments and fire training, and the administration behind it.
Main purpose of job: To assist with all the service management works above and the administration connected with them, including bookkeeping.
Job Role Description
You will be responsible for the assisting with the management of the servicing works created with the maintenance system from creating the monthly jobs to booking the jobs and ensuring all parts, hotels and requirements to complete jobs are completed. Attention to detail is paramount within the role as well as a good understanding of IT skills.
TYPICAL TASKS / ACTIVITIES:
1 - Schedule Jobs
Assist with contacting clients as well as contractors to book service works by phone and email. Once date agreed this would be booked in our service management software, and on our calendar management system.
Checking regularly on jobs to ensure all are booked for the month and chasing clients for those that may not have been booked previously. Liaise with Service Manager and Project Manager when necessary to ensure job crossovers are managed smoothly.
2 - Booking hotels, car parking, and ensuring tasks are created for parts
Assist when booking jobs, booking all the relevant parking & hotels where needed. Creating tasks for the procurement/warehouse team to ensure they have enough stock to complete works
3 - Managing multiple departmental email inboxes
Ensure that all enquiries are promptly acknowledged and actioned.
4 - Update Asset lists
Ensure that all assets under each customer are kept up to date. Requires good excel and data entry skills.
5 - Incoming telephone calls
Take responsibility for the incoming calls. Requires a positive and confident phone manner, for a busy sales/service desk.
6 - Certification
Creation of certification manually where required
7 - Bookkeeping
Receiving, checking and entering all subcontractor invoices and expense invoices in the accounting system.
8 - Compliance
Manage the ISO 9001 system and other Accreditations held.
9 - General Administration
Undertake general administration tasks as delegated by the Service Manager, Project Manager and Directors.
This job description is intended as a general indication of the main responsibilities of the job and does not include detailed instructions on how tasks are undertaken.
You may be required to carry out additional tasks within your capability as necessitated by your changing role within the organisation and to meet the needs of the business.
Package Inclusions
· Company Uniform / Workwear
· Company Phone
· Company Laptop
· Holiday Allowance - Statutory 25 days + Bank Holidays